Executive Administrative & Finance Assistant

Our client, a dynamic firm specializing in investment advisory, is seeking an Executive Administrative & Finance Assistant to provide high-level support to the CEO and CFO. This role serves as a strategic partner to executive leadership, managing complex calendars, coordinating high-level meetings, handling confidential communications, and assisting with core administrative and bookkeeping functions.

 Responsibilities:

• Provide direct support to executive leadership by managing calendars, coordinating meetings, preparing documents, and handling internal and external communications.
• Carry out day-to-day administrative tasks, including correspondence, document filing (physical and digital), office logistics, and vendor coordination.
• Oversee the full invoicing process: creating, issuing, sending, and following up on client invoices.
• Record and maintain up-to-date financial transactions, including income, expenses, accounts payable, and receivable.
• Prepare and track IVU (Sales and Use Tax) filings, ensuring compliance with local tax regulations.
• Monitor office supply inventory, coordinate small purchases, and manage general service providers.
• Follow up on outstanding payments from clients and vendors.

• 5 to 7 years of experience in administrative and accounting-related roles.
• Advanced proficiency in Microsoft Office, especially Excel and Word.
• Proven experience in invoicing, collections, and basic knowledge of IVU in Puerto Rico.
• Excellent writing, communication, and organizational skills.
• Fully bilingual and fluent in English and Spanish (written and spoken).
• High level of confidentiality, discretion, and ability to handle sensitive information with integrity.
• Experience supporting executive or senior-level leadership is a plus

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